Secretary

BEFORE THE PROGRAM YEAR STARTS:

• Assemble and publish the Chapter directory before the first scheduled chapter meeting. Use the previous year’s directory or other Chapters’ directories as a guide to develop and improve the directory. Be sure to include the following in the directory:
  - A schedule of the place, speaker, and topic of monthly luncheon meetings. The 1st Vice President should provide you with this information.
  - A listing of the membership by name and by company. IIA International provides a monthly download with a listing of the Chapter membership.
  - An organizational chart.
  - The Chapter bylaws.
  - Any advertisements. It is a revenue generator for the Chapter. The advertisements can be from a Chapter member’s company, a vendor that offers audit related services or products, etc.
  - An opening message from the President.
  - Luncheon meeting costs.
• Develop and change accordingly an email listing for the membership. This information should be provided to you on a monthly basis from IIA International via email. The listing will be used to distribute the directory and newsletters. If some Chapter members do not have an email address, mail their directory and monthly newsletter to them.
• Attend the regional conference during the summer. This is a meeting with Officers from other Chapters in our region to help plan for the upcoming year.
• Issue a press release to the Journal Record and the Daily Oklahoman for the Chapter’s Officers and Board of Governors for the Chapter year.

EACH MONTH DURING THE PROGRAM YEAR:

• Assemble, publish, and distribute the monthly newsletter to the Chapter members, other Chapter Officers, the IIA Regional Rep, District Rep, and the IIA International Membership Coordinator. Distribute the newsletter at least a week before reservations are due. This gives the membership time to adjust their schedules.
• Be sure to include in the newsletter any ads for any upcoming Chapter seminars.
• Bring a few extra copies of the directory to the meeting.
• Issue press releases to the Journal Record and the Daily Oklahoman Business Almanac about our meeting.
  - Journal Record: editorial@journalrecord.com
  - Daily Oklahoman Business Almanac: cbunyan@oklahoman.com
• Compare the monthly membership listing e-mail addresses provided by International with the e-mail addresses that are currently being used by the chapter to ensure any changes or additions are made. Make sure not to delete any additional names on the Chapter e-mail listing that are not on the International list as they may be non-members who requested to be on our mailing list.

OTHER DUTIES:

• Oversee the Historian, Newsletter and Directory Committees and offer assistance as needed.
• Record, publish, and maintain a copy of Board of Governor meeting minutes for each meeting held during the year.
• Assist any other Officer in their duties as needed.
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

First Vice-President

BEFORE THE PROGRAM YEAR STARTS:

• Attend the Leadership Conference in early May with the incoming Chapter President. Be sure to work with the OKC President to begin planning for the upcoming Chapter year.
• Send out member surveys by the end of June. We will use the member survey (along with the director survey) to determine the programming needs/wants (including seminars and luncheons) of the chapter for the upcoming year. In addition, we can also use the member survey as a means to collect any updated membership information for the directory.
• Decide on a venue(s) at which to hold the meetings. For price changes, might call IMA, ISACA and OSCPA and determine what they charge for their monthly luncheons. Also, consult with the Treasurer to determine what luncheon charge to the members will cover our costs. FY 2002 luncheon locations included the following:
  County Line Restaurant – the Annex
  1226 NE 63rd
  Oklahoma City, OK
  Contact Jason Mathews at 478-4955
  Menu items: Mixed platter – substitute brisket for rib
  Cost to IIA: $11.50 per person includes meal, beverage (soda, tea or coffee), sales tax and gratuity
  A $100 room deposit is required
  Note: Room is not conducive for a joint meeting. Room seats about 60 comfortably.
  Ted’s Café Escondido – Annex
  2836 NW 68th Street
  Oklahoma City, OK
  Contact: Laura at 848-8337
  Menu Items: Beef and chicken fajita bar
  Cost to IIA: Regularly $14.95 plus tax plus gratuity; however, due to the number of meetings we were going to hold here, they reduced our price to $12.95 plus plus.
  Note: Room seats about 100. Ask about room configuration, for one luncheon half of the attendees had their back to the speaker
• Attend the regional conference during the summer. This is a meeting with Officers from other Chapters in our region to help plan for the upcoming year.
• Contact speakers to fill topics of interest selected by our members. We always have a joint meeting with the IMA and ISACA. We also had a meeting with AGA in 2002. Plan joint meetings first then fill in with others. Contacts for FY 2002 included:
  - AGA – Riley Shaull 530-2847
  - IMA – Debbie Gardner 232-3100 Note: For FY 2003, it’s IIA’s turn to plan program
  - ISACA – Denise Calvert 270-3799 Note: For FY 2003, it’s IIA’s turn to plan program
  When planning joint meetings, be aware of the total number of attendees (including both groups), and schedule an appropriate location that will accommodate the large group.
• Even if you are able to book a full schedule of meetings, try to have one or two backup speakers in case we have a last minute cancellation.
• When completing the schedule, obtain a professional biography from the speaker. It helps to have this early so it can be included in the monthly newsletter.
• Provide the Secretary with the meeting schedule in time to be published in the directory.
• For the first luncheon of the year, obtain a current membership roster. Place each member’s name in the box for the monthly luncheon drawing. Officers are ineligible for the drawing; so do not place their names in the box.

EACH MONTH DURING THE PROGRAM YEAR:

• Call the speaker approximately two weeks in advance of the meeting to confirm that they will still be speaking. Give them directions to the meeting facility and a general rundown of our expectations (we usually want the presentation to last about 45 minutes and we allow another 5 minutes for a question and answer period). We encourage the speakers to bring handouts and/or other visual props. If the speaker has a Power Point presentation, try to get them to also bring an LCD projector. If they do not have one, see if you can borrow one from a member company. We (the venue) should provide all other A/V supplies (slide projector, overhead, etc.).
• Call our contact at the meeting facility to set the menu for the meeting.
• Forward the specifics of the meeting to the Newsletter Chair (i.e. menu, speaker biography, meeting topic) in a timely manner.
• Call our contact at the meeting facility to inform them of our A/V needs within their time frame.
• Contact the Award Chair to let them know if the speaker is being paid or if they should bring a speaker gift to the meeting.
• Confirm all details of the meeting in the two days preceding the meeting. This may sound like overkill, but it has prevented many headaches in the past.
• Meet the speaker at the venue shortly after 11:00 am. Help them set up, if necessary. Distribute comment cards and any handout materials on the tables. Assist the President or other officers with their duties, if possible. Sit with the speaker at lunch.
• Introduce the speaker to the chapter at the luncheon. Try to think up questions during the presentation to facilitate the question and answer period.
• Collect the comment cards after the meeting. Create a memo to the President noting the speakers name, company, address, and phone number. Also include in the memo whether the survey results showed the speaker was rated overall as excellent, fair or poor. The President will use this information for the CAP report.
• Send a thank you note to the speaker.
• Request a copy of the attendees at the meeting from the Treasurer. Include the names of the members only in the monthly drawing box (keep adding to the initial membership slips put in at the first of the year). Officers are ineligible, so remove their names from the attendees list.

OTHER DUTIES:

• Maintain a listing of potential luncheon speakers to forward to the next First Vice President.
• Oversee the Program, Academic, Speaker Bureau, and Student Mentor Committees and provide assistance to these committees as needed.
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

Second Vice-President

BEFORE THE PROGRAM YEAR STARTS:

• Before the 1st of June, get with the 1st Vice President and be sure that the member surveys and director surveys include input for seminar topics.
• Attend the regional conference during the summer. This is a meeting with Officers from other Chapters in our region to help plan for the upcoming year.
• Meet with the Certification, Membership, and Associate Trustee Chairpersons to discuss their responsibilities and help them make plans for the upcoming year.
• After the results of the member/director surveys analyzed, plan at least two seminars based on the surveys (see Seminar Planning section below). Consider a joint seminar with ISACA or the Tulsa Chapter. Contact the speaker, identify the seminar location, and obtain approval from the IIA District Director (LuAnn Bean) for the seminar dates and the topics. Be sure to forward this approval to the President, as it needs to be reported on the CAP report. Try to complete the seminar planning by the end of August.
• Consider planning a third seminar as a back up.
• Provide the Secretary with the seminar schedule in time to be published in the directory.

EACH MONTH DURING THE PROGRAM YEAR:

• Greet members/guests at monthly meetings.
• Provide assistance to other officers as needed for the meetings to be successful.
• Contact the Chairpersons of the Membership, Certification, and Associate Trustee Committees to see if they need any assistance.

SEMINAR PLANNING:

• Identify the seminar topics based on the results of the member/director survey.
• Identify potential seminar dates based on the results of the member/director survey. Try to avoid dates around/on the CPA exam, CIA exam, OKC chapter meetings, and holidays.
• Contact the IIA District Director (LuAnn Bean) and find out the dates that other Chapters have scheduled seminars. Get approval for the dates and topics that you plan. Forward this approval to the President.
• Contact the speaker and set seminar date. Negotiate a cancellation policy with the speaker to prevent the Chapter from incurring financial loss if a seminar needs to be cancelled.
• Find a location for the seminar. Considerations are central easily accessed location, plenty of parking, catering/restaurant facilities, cost, room size, and audio/visual requirements. Again, a cancellation clause in the contract is important.
• Prepare a seminar budget based on known and estimated costs such as speaker fees & travel costs, seminar location costs, seminar materials cost, and food costs. Use this budget to determine the price structure for the seminar.
• Send out a seminar brochure by e-mail at least 90 days prior to the planned seminar date. The brochure needs to provide a brief description of the course & speaker, number of hours of CPE, cost for members/non-members, seminar date & time, your name, phone number &e-mail address, registration deadline, and registration form.
• Determine if enough people have signed up for the seminar to breakeven by the registration date. If not, try to get more participants or cancel the seminar.
• Call the speaker approximately two weeks in advance of the seminar to confirm that they will still be speaking. Give them directions to the meeting facility and a general rundown of our expectations (14 hours of CPE, who provides the CPE certificates, evaluations, timing of breaks and lunch). If the speaker has a Power Point presentation, try to get them to also bring an LCD projector. If they do not have one, try to borrow one from one of the Chapter members. We (the venue) should provide all other A/V supplies (slide projector, overhead, etc.).
• Call our contact at the meeting facility to inform them of the number of attendees and our A/V needs within their time frame.
• Confirm all details of the seminar in the two days preceding the seminar. This may sound like overkill, but it has prevented many headaches in the past
• Arrive at the seminar one hour early; check the room set up, AV equipment, and speaker needs/concerns. Set up a sign-in table and be sure signs are posted to identify the seminar location.
• Introduce the speaker. Try to think up questions during the presentation to facilitate the question and answer period.
• Collect the seminar evaluations after the meeting. Log the responses for historical purposes. Send a thank you note to the speaker.

OTHER DUTIES:

• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

Treasurer

BEFORE THE PROGRAM YEAR STARTS:

• Contact Attendance and Awards Committee Chairpersons and let them know what their roles and responsibilities as documented in the chapter manual.
• Provide 1st Vice-President with any deposits needed to secure meeting sites.
• Prepare bank reconciliation with the assistance of Quicken.
• Prepare the tax return from the previous program year that needs to be filed by September 30th.

EACH MONTH DURING THE PROGRAM YEAR:

Meeting Duties:

• Receive the reservation listing from the Attendance Chairperson the day before the actual meeting and prepare the spreadsheet for the meeting. (I have attached the sheet currently being used for the monthly meeting. On the bottom of the form is a quick profit/loss statement for each meeting. The attendance records can be used for planning and pricing meetings the following year.)
• Take the following items to the meeting: check book, change fund, attendance sheet, receipt book, deposit book and stamp, several pens, bank reconciliation from previous month, financial statements from previous month and any other schedules for another officer to review and approve, normally the President.
• Arrive at the meeting 15-30 minutes in advance to set up the check in table. I normally go ahead and fill out some receipts with the date amount and signature to speed up the receipt process when everyone arrives.
• After everyone is checked in, I balance the money received to the attendance sheet and prepare the deposit.
• After meeting, stay around approximately 15 minutes to pay the restaurant for services.
• Prepare invoices through Quicken for all Companies that prefer to be invoiced. Quicken has an email option that I have found to work very well and quickly.
• Record cash receipts and disbursements into Quicken.
• Forward the final attendance record to the President and 1st Vice President for their record keeping needs.

During the month:

• Receive checks, record amount and make deposits.
• Pay bills and perform appropriate accounting.
• Prepare monthly bank reconciliation and financial statements for the President.

At the end of the program year:

• Accumulate information and give to the individual performing the audit.
• Prepare the budget for the next program year.
• Transfer boxes of prior years information to next Treasurer.

OTHER DUTIES:

• Oversee the Attendance and Award Committees and provide assistance to these committees as needed.
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

President

BEFORE THE LUNCHEON PROGRAM STARTS (during the summer):

• Attend Leadership Conference in early May. While there meet with the other Chapters Officers from our region to share Chapter “best practice” ideas and consider co-hosting a seminar with one of those Chapters. Also use the conference time to do some planning with the OKC 1st Vice President.
• Check on the regional conference in early May and encourage OKC Officer attendance.
• Ensure that the Chapter survey of members and directors is distributed early in the summer to assist with the planning for the Chapter and provide updates for the directory.
• Consider holding an Officers’ meeting after returning from Leadership to discuss Officer and Chair roles for the Chapter.
• Establish Chapter goals based on input from other Officers and Committee Chairpersons.
• Hold a Board of Governors meeting no later than September for establishment of quorum, approval of budget, approval of goals, and approval of membership and retention plan. Roberts Rules of Order are used for conducting Board meetings. A copy of those rules can be obtained from International.
• Encourage the 1st VP to establish the monthly luncheon schedule as early as possible and remind them it is due to the Secretary for publication in the directory no later than the 1st luncheon meeting.
• Encourage the 2nd VP to get the seminars set up for the year and publish information in the directory if possible.

EACH MONTH DURING THE PROGRAM YEAR:

• Prepare the CAP report using meeting attendance figures from the Treasurer, speaker evaluations from the 1st VP, and any other relevant data for the month (e.g., seminar approvals, article submissions, CIA certificates presented, etc.). Due to Donna Wiley at International (dwiley@theiia.org) by the 10th of each month.
• Prepare the President’s letter for the newsletter (due to the Secretary a couple of weeks prior to the next meeting). The Leader’s Link from International often has ideas for information to put in the monthly President’s letter. Be sure not to repeat information that’s in the Member’s Link, as this information is normally already included in the newsletter by the Secretary.
• Gather and present announcements for the monthly meetings (e.g., seminars, next meeting topic/speaker/location, announcement of new standards, etc.).
• Review financials and sign off on bank reconciliation from the Treasurer.

JULY:

• Chapter Planning Report is due to International on July 31st.

AUGUST:

• Audited financial report is due to International on August 31st. This report must be submitted before we can receive our Chapter allotment.

SEPTEMBER:

• Submit the Membership and Retention Plan to International by September 30th.
• Ensure the directory (including the monthly luncheon schedule) is published and distributed by September 30th.
• Ensure the goals and objectives and budget have been approved by the Board by September 30th.

OCTOBER:

• Make sure our chapter allotment was received from International (the amount is normally $1,000 less $100 for insurance).

DECEMBER:

• Submit International Committee nominations to International by December 10th.

FEBRUARY:

• Request Jim Cobb Member of the Year Award nominations via the newsletter.
• Recruit Officers for the next fiscal year and submit those nominations for approval at the monthly luncheon. Officers are selected this early to allow for schedule modification and travel planning for the Leadership Conference in late April/early May.

MARCH:

• Create Jim Cobb Award ballots based on nomination submissions and leave a blank for additional nominations. Take to the luncheon for voting.

APRIL:

• Submit the Three-year Long Range Plan to International by April 30th.
• Submit the Chapter Self Assessment Report to International by April 30th.
• Submit the District Representative Assessment Report to International by April 30th.
• Assist the incoming Chapter President with nominating next fiscal year’s Chairpersons and Governors. The Chairpersons must be approved by the Board of Governors. The Governors are to be approved by members attending the April luncheon.

MAY:

• Submit the Chapter Associate Trustee Annual Report to International by May 15th.
• Submit the Officer and Chairperson Listing to International and the District Representative by May 31st.
• Submit the Academic Relations Report to International by May 31st.

OTHER DUTIES:

• Oversee the Long-Range Planning, Nominating, and Web Page Committees and provide assistance to these committees as needed. Also oversee other Officers and provide support and direction as needed.
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

Website

RESPONSIBILITIES:

• Work with the Officers to review and periodically update the content of each IIA OKC Chapter web page.
• Submit changes to IIA International.
• Respond to infrequent comments or suggestions received through the web page.
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

Nominating

RESPONSIBILITIES:

• Keep in contact with Chapter membership, especially new and active members, in order to identify prospective talent for various Chapter posts.
• In January, compile the attendance records for the luncheons and the seminars from the Treasurer to see which members are actively participating in Chapter activities. Approach these active members to see if they are interested and available to hold a Chapter position.
• As the incoming President will be working closely with the other new Officers and will be depending on them to help keep the Chapter running efficiently, include the incoming President in the selection process of the other Officers.
• At the February luncheon, announce the nominations for next year’s Officers, and accept any additional nominations from the floor.
• Take a vote of all members at the February members to elect the next year’s Officers. The vote is taken in February to allow the incoming President and 1st Vice President time to make schedule adjustments and travel plans for the Leadership Training at International in late April/early May.
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

Membership

RESPONSIBILITIES:

• After reviewing the previous administration’s actions, develop a membership recruitment and retention plan for the year. Set goals for both new members and retention of existing members. This plan has to be approved by the Board of Governors in time to submit to International by September 30th.
• Survey the Chapter area for organizations not represented in the Chapter and whose size suggests potential members. Implement a recruitment plan.
• Make frequent inquiry of present members concerning prospects. Continually remind members of the benefits of membership and the benefits derived from the recruitment of new members.
• Invite all prospective members to Chapter meetings and invite them to join. Ask the Secretary to include nonmember attenders on the database for the mailings of newsletters or notices.
• Seek advice and assistance from the Membership Programs Manager at IIA headquarters, and participate in nationally sponsored recruitment campaigns.
• Follow up on prospective and pending members to secure completed applications.
• Contact all members who resign or don’t renew membership via drop/arrears listing provided by headquarters or Chapter database monthly downloads.
• In the event of transfers and promotions, try to secure replacements from the same organization.
• See to it that each new member is recognized through the Chapter newsletter, at a Chapter event, or by personal or written contact.
• Arrange for suitable recognition and presentations of pins to Chapter members with 10, 15, 20, 25, 30, 35, 40, 45 or 50 years of membership. Pins and listings of recipients are provided to Chapters semiannually.
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

Long Range Planning

RESPONSIBILITIES:

• Evaluate the chapter's ability to meet current member needs, suggesting improvements and modification of long‑range objectives to improve the image, performance, growth, and effectiveness of the chapter.
• Examine chapter historical data in all areas of activity, recommending courses of action aimed at strengthening the chapter and increasing its benefits to members.
• Annually review the existing Strategic Plan. Make any necessary modifications to the plan and establish new three-year target goals. Seek approval from chapter's Board of Governors for appropriate submission of plan to district representative and IIA Membership Development by the April 30 deadline.
• Be alert to new developments in other chapters and appraise their suitabi­lity for local adoption.
• Make recommendations to IIA headquarters or international committees for actions which should be dealt with at the international level to pro­vide additional benefits to chapters and to serve overall Institute interests.
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

Historian

RESPONSIBILITIES:

• Maintain history of Chapter events and Officers.
• Assist the Chapter Officers and Chairpersons in special meetings to honor Past Presidents, founders, etc.
• Ensure compliance with record retention policies of the Chapter. Maintain historical file of Officers, Chapter milestones, Chapter documents.
• Provide information to the membership of the Chapter’s history and growth through newsletter articles, Chapter programs, etc.
• Coordinate “Internal Auditing Month” by contacting the Governor’s office and scheduling a photo shoot for the Officers and the Governor. Include the Tulsa Chapter in the photo shoot. Also ask the Governor to sign a proclamation of “Internal Auditing Month.” Initial contact with the Governor should be started as early in the year as possible. In past years, “Internal Auditing Month” normally occurred in May or April.
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

Certification

RESPONSIBILITIES

For both CIA exams conducted in November and May:

• Send certification information to the Secretary for the monthly newsletter (e.g., registration dates, testing dates, etc.).
• Be available to answer candidates’ administrative questions about the exam (e.g., registration, location, etc.)
• Set up the location for the exam (in past years, the exam has been held at a conference room at Liberty on Classen and NW 23rd). Notify International of the location of the exam.
• Receive and check exam materials from International.
• Secure proctors and ensure they receive proper instruction and materials. Note: All proctors for the CIA exam must be CIAs.
• Collect all exam materials from the proctor after the exam.
• Copy the scantron exam sheets (for backup in case the mailing to International gets lost).
• Mail the exams and all required documentation to International.
• Provide notification to the Chapter President when CIA certificates are received, so the new CIAs can be recognized.
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

Attendance

RESPONSIBILITIES:

• Receive reservations for the monthly luncheons. Reservations should be called in to the meeting location according to their time requirements. If the meeting is a joint meeting with another organization (e.g., ISACA, IMA), the organization that is paying for the speaker should include the speaker in their headcount.
• Record reservation information, including the name and organization, on the Treasurer’s Record. Also reference the monthly membership database received from International to determine if each attendee is a guest or a member. This information will be used by the President for the monthly CAP report.
• Create the CPE certificates using the Treasurer’s Record and a Word merge document and forward them to an Officer (normally the President) prior to the luncheon for their signature. Instructions for the CPE certificate merge are attached.
• Create/maintain name badges for the monthly luncheons. CIAs, CCSAs, and CGAPs should have ribbons for their nametags noting their certifications. These ribbons can be obtained from International.
• Assist the Treasurer with luncheon registration as needed.
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

Academic

RESPONSIBILITIES:

• Establish and maintain working relations with colleges and universities in the Chapter area.
• Arrange for outstanding Chapter members to serve as guest lecturers at local colleges and universities or as instructors of internal auditing courses or classes.
• Develop and maintain an approved scholarship program which will enhance the objectives of The Institute and Chapter.
• Provide assistance to schools and colleges in establishing courses in internal auditing.
• Encourage attendance and membership of educators.
• Submit AR report to President to send to International Academic Relations Committee in May each year.
• Maintain a file of records and correspondence to pass on to successor at the close of the chapter year.

Associate Trustee

RESPONSIBILITIES:

• Maintain the Chapter library of publications. This includes keeping an updated list of materials on the Chapter’s website.
  
• Submit the Associate Trustee Annual Report to the President for their submission to International no later than May 10th.
  
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

Audit

RESPONSIBILITIES:

Conduct the annual audit by completing the following steps:

• Obtain or prepare a comparative summary of period-end cash balances and perform the following:
  - Check the summary for mathematical accuracy
  - Trace totals to general ledger and previous audit’s work papers to assure all accounts are included
• Obtain bank reconciliation for all applicable accounts and perform the following:
  - Test the mathematical accuracy of reconciliation
  - Trace balances to the general ledger and summary in previous step
  - Scan reconciliation for unusual reconciling items
  - Trace outstanding items to subsequent month bank statements
• Obtain a detail listing of cash disbursements and perform the following:
  - Scan all disbursements for any unusual payments
  - Verify a sample of payments to supporting documentation
• Obtain year ending income statement (I/S) and perform the following:
  - Prepare a recap of prepaid card revenue and agree to I/S
  - Review prepaid card records to attendance sheets for usage and forfeitures.
  - Recap the lunch revenue per attendance sheets and agree amounts to I/S
  - Review accounts receivable records and agree amounts to attendance sheets and I/S
• Review records for seminar and agree revenue and expense amounts to I/S
• Review prior year Statement and Recommendations note current status on the report
• Prepare current year Statement and Recommendations
• Submit Statement and Recommendations to the Chapter President no later than August 30th.
• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.

Awards

SPEAKER GIFT CERTIFICATE FOR MONTHLY LUNCHEONS:

• Determine date of the meeting.
• Communicate with the Speaker Chairperson (First Vice President) regarding the speaker. Find out:
  - Can speaker accept a gift certificate (government employees often can’t accept any gift certificates)?
  - Is there a maximum amount that the speaker can accept?
  - What amount is the Chapter going to give?
• Purchase the gift certificate based on the information above prior to the meeting (in the past we’ve been getting gift certificates for a bookstore, such as Barnes and Noble – this has been well received by the speakers).
• Ensure the gift certificate gets to the appropriate Officer no later than the day of the meeting.

AWARD PLAQUE FOR MEMBER OF THE YEAR:

• Order and pick up the Jim Cobb Member of the Year Award plaque. Also obtain the traveling Member of the Year Award and have it updated for the newest award recipient. We normally have our plaque done at Midwest Trophy. The award is presented to the recipient at the May meeting. The President should inform you by April who has won the award.

OTHER DUTIES:

• Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.